0121 716 6250
We are 100 Acre Estates of 48 Hylton Street, Birmingham, West Midlands, B18 6HN. (company number 0121 716 6250) (100 Acre Estates).
At 100 Acre Estates we take data privacy very seriously and want to make sure your experience with us is the best it can be. This Privacy Policy gives you a clear view of who we are, how we collect, share and use the personal information you provide us, how we protect your data to the highest standard and the rights and choices you have to control your personal information and protect your privacy.Information covered by this Privacy Notice
(i) Personal data. This is information, or any combination of separate pieces of information, that could be used to identify you
(ii) Special categories of personal data. This is information which is classified as sensitive (for example details of your health)
Please read this Privacy Notice carefully. If you have any questions about this notice or our use of your personal data, please contact us at hello@100acreestates.com or by telephone at 0121 716 6250
Where we get personal information from
When you enquire or register for products and services provided by 100 Acre Estates, we may collect personal information from a variety of sources.
The majority of the personal information which we collect will have been provided by you during the course of your relationship with us either through face to face contact, by telephone, email or electronic communications such as messaging or through the internet.
However, we may also obtain your personal data from other sources including:
information we collect when you visit or create an account on our websites
companies which support advertising services that promote our services including online property portals (such as Rightmove and Zoopla), social media sites (such as Facebook and Twitter) and online advertising platforms (such as Google Adwords)
information provided to us by other third parties
other publically available sources such as the electoral roll and HM Land Registry
Protecting your personal information
We are committed to protecting your personal information and implementing appropriate technical and organisational security measures to protect it against any unauthorised or unlawful processing and against any accidental loss, destruction or damage.
We store all your personal data in highly secure software systems and when we share your personal data with third parties we do so in a safe and secure manner.
What information we collect
4.1 Information we collect directly from you
Depending on the type of service or product we are discussing, the following are examples of information we may collect directly from you:
Your name, postal address, phone number, email address and details of your requirements – To provide you with estate agency services to find a property to buy or sell
Your marital status, date of birth, nationality and tax status – When you enter into a residential sale or letting agreement
Your date of birth, nationality and details from identity documents you provide – To perform ‘know your client’, anti-money laundering and right to rent checks, as required by law
Proof that you have sufficient funds to support any offer that you may wish to make to buy a property – To ensure you able to pay the required amount of deposit
Financial information, for example, a copy of your bank statement or an agreement in principle from your mortgage provider – To provide evidence of the source of funds you will be using to buy a property
Your bank account details – Where we take payment for the services we provide to you
Details of your mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property when you register to sell – To undertake know your client and anti-money laundering checks
Evidence that you have the right to let a property – Where you are a landlord and instruct us to assist you with letting a property
Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let – Where you are a landlord and we are providing you with letting services
Your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history – To carry out referencing and credit checks and the results of those checks
Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results – To deliver our service to you when you engage us to market a property for you
Photographs of your property , an inspection report and inventory , to record the condition of your property at the start or end of a tenancy – To deliver our service to you when you engage us to let a property on your behalf
Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out – To deliver our service to you when you engage us to let a property on your behalf
Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme – To deliver our service to you when you engage us to let a property on your behalf
Your name, gender, previous name, mother’s maiden name, date of birth, contact telephone numbers, current address and previous addresses, details of your health and family history , information about your status and dependents, your nationality, bank account details, savings and investments, existing financial commitments, your credit history, your mortgage requirements and existing protection arrangements – To enquire or apply for mortgage or protection products on your behalf.
Your communication and marketing preferences – To ensure we only send you details of products and services you are interested in through your preferred communication channel
Where you ask us to help you with your life, critical illness or income protection insurances, and we collect personal information from you which is of a sensitive nature, we treat this ‘special category’ information in accordance with the additional protection it is given under data protection laws.
We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.
Any telephone calls either to or from our customer service teams may be recorded for training, monitoring, compliance and security.
Information we collect when you visit or create an account on our websites
We use cookies and other technologies to collect information when you visit our web sites, including when you make use of our on line chat.
We may collect personal information in connection with your use of our website, such as:
your name, email address, telephone number and property address when you register for an account or use an online form to arrange a viewing, register for property alerts, request a valuation or lettings consultation, book a mortgage appointment or submit an enquiry
details included on any enquiry form you submit in relation to property insurance, life, critical illness or income protection, conveyancing or mortgages
data sent from your browser to our server which may include:
o the time, date and duration of your visit
o the site from which you have come (the referral URL)
o the pages you have visited and
o your IP address
How will we use the information about you and why?
If you are a user of our website and app we will use your personal data:
To manage your account and allowing you to make searches of properties and to use the app. We do this in our legitimate interest of running our business.
To market our services (see below). We do this in our legitimate interest of marketing our services.
To monitor and analyse user behaviour. We use Hotjar Heat Maps & Recordings service to allow us to analyse web traffic and keep track of user behaviour. We do this in our legitimate interest to help improve our site to meet our customer’s needs.
If we contract with you as a seller or a landlord we will use your personal data:
To carry out the services we have agreed to provide you and to notify you of the status of your transaction. This processing is necessary for the performance of our contract with you. This includes passing your information to third parties (see below).
To prevent money laundering by conducting an identification check. This processing is to comply with our legal obligation to carry out anti money laundering searches. To do this we will share your personal information with our electronic identification check providers.
If you are a buyer or potential tenant we will use your personal data
To check your ability to proceed with an offer on a propertyby checking your financial position (i.e. do you have a mortgage agreed in principle or are you a cash buyer and whether you have a property to sell to enable you to purchase another property) and to determine your ability to proceed with a purchase so that the seller or landlord has an informed choice should there be an offer. To do this we may ask for additional financial information from you. We do this in our legitimate interest of providing a quality service to our customers.For auctions sales where you have registered to book a viewing on a property that is being sold by way of auction, we shall pass your contact details to the auction provider. We do this in our legitimate interest of providing a quality service to our customers
If you are a customer or prospective customer and contact us via phone or live chat we will use your personal data:
To keep accurate records of phone conversations by recording calls made to our head office. We also hold a log of the phone number, the date and time of the call, the duration of the phone call and a recording of the phone call. We may also use this number to call you back if you have asked us to so, if your call drops or if there is a problem with the line, we do this under our legitimate interest. We hold this information for 100 days.
To keep accurate records of conversations made to our live chat . If you contact us on our live chat facility on the website, we will collect your first name, phone number, email address and a record of the conversation. We hold this information for 100 days. We do this in our legitimate interest to ensure that we keep an accurate record of these chats.
HOW WE COMMUNICATE WITH YOU
For service related communications, we will contact you either by email or through the post. We may also telephone you or send you SMS messages, which may include automated SMS reminders for viewings.
We give you choices about how we communicate promotions and offers to you.
11.1 By email
We only send you promotional emails if you explicitly select to receive these (you opt-in). You can stop receiving promotional email messages from Connells Limited by contacting your local branch or by following the link to the Marketing Preference Centre
11.2 By post
We only send you promotional postal mail if you explicitly select to receive these (you opt-in). You can stop receiving promotional postal mail from Connells Limited or by changing your preferences in the Marketing Preference Centre
11.3 Mobile Text Messages
We will only send you promotional text messages if you explicitly select to receive these (you opt-in). You can stop receiving promotional text messages from 100 Acre Estates by following the opt-out instructions provided in the text message or by changing your preferences in the Marketing Preference Centre
11.4 Telephone
We will only contact you by phone for promotional reasons if you explicitly select to receive these (you opt-in). You can opt out of receiving promotional telephone calls from 100 Acre Estates by informing our telephone agents or by changing your preferences in the Marketing Preference Centre
How long will we keep your personal information?
We retain your personal data only for as long as we need to comply with our obligations under The Property Ombudsman Code of Practice and rules set by HMRC. The retention periods are:
Seven years for data related to a financial transaction with 100 Acre Estates (such as an Instruction to market a property)
Six years for data related to a property transaction (such as an Offer)
Five years for data related to our obligations under Anti-Money Laundering regulations
18 months for other personal data not covered by one of the above.
Dealing with complaints
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
If the complaint relates to information on our website and we feel it is justified or if we
believe the law requires us to do so, we shall remove the content while we investigate.
If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.
We may compile statistics from information relating to complaints to assess the level of service we provide, but not in a way that could identify you or any other person.